[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/09/CM071816.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
July 18, 2016

The Board of Commissioners met at 8:00 am on Monday, July 18, 2016. In attendance were Commissioners Ron Sandstrom and Mike Smith. Also in attendance were Suzanne Malkasian, Mark Sheridan and Treasurer Dinah Reiss. The meeting was taped for Madison TV by Tim Hughes.

At 8:00 am the meeting was called to order by Chairman Ron Sandstrom.

1. Agenda

Mike Smith makes a motion to accept the agenda as presented. Ron Sandstrom seconds. Ron Sandstrom moves to amend the agenda to hear scheduled appearances first. Mike Smith seconds the amendment and moves to approve the agenda as amended. Motion passed 2-0.

2. Highway Department Report

Kelly Robitaille is not in today. Middle Shore, Little Shore, Big Loop and Sarnen were all graded last week. The intersection of Little Shore Middle Shore was ditched.
One application has been received for the open highway position.

3. Water

The transducer in the DPW well has been replaced and is recording well levels in the SCADA system. The polling sequence has been updated. The cost for the telephone pole at Reinach and documentation on the chemical injection room and Jungfrau are outstanding from Electrical Installation.

4. Administration

A safety meeting will be scheduled.
The cash flow report is reviewed and discussed. Treasurer Dinah Reiss discusses the projection for use of the TAN late this year. The tax check from Madison is due to the District August 1. Funding projects from savings and the depleted status of the capital reserve funds is outlined. Treasurer Dinah Reiss states that she is working on a debt service spreadsheet that will show the annual payments through loan maturity for each loan. Fixed expenses within the budget and funding future needs of the District are discussed.
Asset management is discussed. Dinah Reiss and Nancy Cole are working on the curb stop locations for the valves not located by the data collectors last year.
Mike Smith outlines that 31 isolation valves have been located on the south side of Eidelweiss Drive in the District. The target date for sending the plotted valve location information to Engineer Paul Fluet is September 1. Mike Smith states that he would like to do additional exploring and extending of the valves on Middle Shore, Little Shore and Big Loop. Mike Smith makes a motion to approve up to 2 days of isolation valve work with Ian Hayes. Ron Sandstrom seconds the motion and the motion passed 2-0.
The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $7,614.41. Ron Sandstrom seconds the motion. Report and time cards are reviewed and discussed. Motion is called to a vote and the motion passed 2-0.
The additional funds expending on the pavement preservation work done on the upper section of Oak Ridge Road and Klausen are discussed. A prior discussion on withdrawing the additional $3,210 from the Road Construction Capital Reserve was held. It is questioned if the Board would like paperwork for a withdrawal. Ron Sandstrom states that the amount should be covered within the 2016 Highway budget gravel line item.
The motion log is reviewed. 21 motions have been moved to the completed sheet. 17 motions remain active, most being held for action in the fall.

5. Accounts Payable
6. Minutes

The minutes of July 11 are presented. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.

7. Commissioners Reports

Ron Sandstrom reports he has been looking at building designs; particularly the welcome center building on Rte 302 in ME.
Mike Smith makes a motion to obtain pricing for re-surfacing only and full reconstruction of the hill on Middle Shore at Geneva for the 2017 Warrant. Ron Sandstrom seconds the motion and the motion passed 2-0.

8. Signature Items

A withdrawal request from the Water System Capital Reserve Fund in the amount of $11,237 for 50% of the cost of the Muddy Beach Well work is presented. Mike Smith makes a motion to sign and submit the withdrawal request. Ron Sandstrom seconds the motion and the motion passed 2-0.
A withdrawal request from the Water System Extension Fund in the amount of $11,237 for 50% of the cost of the Muddy Beach Well work is presented. Mike Smith makes a motion to sign the withdrawal request for Treasurer Dinah Reiss to move $11,237 from the Extension Fund to the operating account. Ron Sandstrom seconds the motion and the motion passed 2-0.
A withdrawal request from the Water System Capital Reserve Fund in the amount of $3,670 for the building repair work at Jungfrau and Oak stations is presented. Mike Smith makes a motion to sign and submit the withdrawal request. Ron Sandstrom seconds the motion and the motion passed 2-0.
Purchase order 151 for the rental of a vibratory roller for one month is presented. Mike Smith makes a motion to approve purchase order 151 in the amount of $2,950. Ron Sandstrom seconds the motion and the motion passed 2-0.
Purchase order 152 for a new welder for the highway department is presented. Mike Smith makes a motion to approve purchase order 152 in the amount of $1,046. Ron Sandstrom seconds the motion and the motion passed 2-0.
Work order 1125 is presented. Mike Smith makes a motion to approve work order 1125 for the checking and correction of the drainage at 30 Saint Moritz. Ron Sandstrom seconds the motion and the motion passed 2-0.
Work order 1126 is presented. Mike Smith makes a motion to approve work order 1126 for removal of the debris at the Muddy Beach wells. Ron Sandstrom seconds the motion and the motion passed 2-0.
Work order 1127 is presented. Mike Smith makes a motion to approve work order 1127 for blocking of access to the Muddy Beach wells. Ron Sandstrom seconds the motion and the motion passed 2-0.
An amended Driveway Permit for Construction for 17 Middle Shore, with wording recommended by Attorney Chris Boldt is presented. Mike Smith makes a motion to approve the Amended Driveway Permit for Construction. Ron Sandstrom seconds the motion and the motion passed 2-0.
A Driveway Permit for Construction for 21 Saint Moritz is presented. Mike Smith makes a motion to approve Driveway Permit 201603 for paving at 21 Saint Moritz with conditions as listed. Ron Sandstrom seconds the motion and the motion passed 2-0.
A letter to the Town of Madison Board of Selectmen is presented. Mike Smith makes a motion to sign the letter to the Town regarding the water services balance and removal of the car on the lot at 14 Aspen. Ron Sandstrom seconds the motion and the motion passed 2-0.
A thank you letter to Attorney Peter Malia is presented. Mike Smith makes a motion sign the letter thanking Attorney Malia for his meeting with the Board. Ron Sandstrom seconds the motion and the motion passed 2-0.
A letter to the property owner of 55 Eidelweiss Drive is presented. Mike Smith makes a motion to sign the letter regarding paving of the driveway without a permit. Ron Sandstrom seconds the motion and the motion passed 2-0.

9. Correspondence

Granite State Analytical has sent the monthly bacteria testing results for the water system. Results are clean.
Granite State Analytical has sent the monthly pH test results for the water system. Results are within range of 7.1 – 7.3.
NH DES has sent a bulletin outlining requirements for notification to the State should water restrictions be put into place. Many communities in the State are under varying levels of water usage restrictions as the water levels across the State are low. Ron Sandstrom makes a motion to place a notice on the website regarding the pond level as a result of reduced rainfall this year and to place a reminder that fireworks are not allowed. Mike Smith seconds the motion and the motion passed 2-0.

10. Scheduled Appearances

Suzanne Malkasian and Mark Sheridan, owners of 19 and 17 Oak Ridge Road, are in attendance to discuss drainage. Suzanne Malkasian states that she received the letter from the Board outlining the District’s proposed alteration of the drainage as it passes 17 Oak Ridge Road as discussed when the Malkasian’s appeared June 13 and questions why Commissioner Leonard did not sign the letter. Ron Sandstrom outlines that the two Commissioners present at the meeting when the letter was signed, signed the letter; two Commissioners is a quorum and the letter was signed during a posted meeting in which Commissioner Leonard was not present. Suzanne Malkasian questions why she did not receive requested phone contact from a Commissioner and was informed that one Commissioner, outside of a public meeting, does not have authority to bind the District and that communication with the Board occurs at a public meeting. Mike Smith states that an issue of drainage was raised at 17 Oak Ridge, which was responded to by the Board in writing. Suzanne Malkasian questions the driveway at 19 Oak Ridge, stating that there is water damage and that a portion of the road is broken at this location. Ron Sandstrom outlines that #19 was not part of this project, the project ended at the property line between 19 and 17. Suzanne Malkasian states that the prior project from 2007 ended at #23. Ron Sandstrom outlines that a complaint regarding water run-off at #19 is a new issue; the issue raised regarding the property at #17 has been corrected. Suzanne Malkasian requests that the driveway at #19 have paved apron placed and culvert headwalls placed. It is reiterated that the approved project recently completed for the reconstruction of Oak Ridge Road did not include #19. Use of the driveway to access the VDOE pump house is mentioned. Mike Smith makes a motion to have the engineers view the driveway at #19 Oak Ridge on their next scheduled visit to VDOE. Ron Sandstrom seconds the motion and the motion passed 2-0. The Suzanne Malkasian and Mark Sheridan are informed that no scheduled visit exists at this time, however, this driveway will be looked at when the engineers are in the District next; there is no time line at this point for this review.

11. Other Business

The property owner of 29 Grachen has submitted an as built drawing of the driveway at the property. Mike Smith makes a motion to have Kelly Robitaille check the boundary line set back from the edge of the driveway pavement to the Bridal Path. Ron Sandstrom seconds the motion and the motion passed 2-0.

12. Public Comments

At 9:30 am Ron Sandstrom makes a motion to adjourn the meeting. Mike Smith seconds the motion and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator